Travel T-PAX/UTS Newsletter Archives

PPC Travel News Feed 2010 Archive

Travel Approving Official e-Newsletter

Published Date: Thu, 23 Dec 2010 1200:16 CST

Approving Officials Permissions

After a careful review of Approving Official (AO) pay grades in conjunction with the AO certification course currently in development, the paygrade to be an AO will remain at the E5/GS7 and above level. Permissions in TPAX are renewed annually. When the AO certification course has been implemented, any new or renewal of AO permissions will require the certificate of completion of the AO course. The Personnel and Pay Procedures Manual (3PM) will reflect this change once the AO course is finalized and comes online. Please pass this information to your command.

TPAX

When assisting members in completing an audit package, please have them follow the instructions in the audit request e-mail, providing a complete audit package for each individual audit. If the traveler is audited on multiple claims, a complete individual audit package is required for each claim requested for audit. Multiple audit packages may be sent in the same envelope to PPC Travel-Audit however each claim package must be separated by paper clip/staple distinguishing each individual audit package. Incomplete/improperly prepared packages will be returned to the member to be separated into the individual audit packages. Additionally, Please send only copies of the required documents.

It was recently discovered that Web TPAX was not saving changes when deducting meals in the exceptions tab. When the traveler deducts meals, hits the SAVE CHANGES button, then the second SAVE CHANGES button and goes to verify the calculations, they will notice that the changes were not saved. Travelers need to do the same action twice, go back in and deduct the meals, SAVE CHANGES, SAVE CHANGES, any second and consecutive save changes the work will save. When reviewing a claim that has deductible meals, be sure to double check the calculations and verify the days/meals that deductible meals should take place. The next update to Web TPAX will have the issue corrected. This only affects Web TPAX.

Web TPAX has a new address, the new link is https://ppcms-tpax2003/.

If changes have been made to a TPAX claim after the accounting string has been entered, the accounting string needs to be updated by using the modify account button. We had a couple of claims that have gone straight through the system and kicked out at FINCEN because the amounts did not match, this delays the payment to the member.

TIPS/KNOWLEDGE

As a reminder, it is MANDATORY to use CTOs/TMCs (SATO) for all official transportation requirements, this also means that it is MANDATORY to obtain a rental vehicle through SATO (except for an aircraft or a bus).

Advantages to using SATO for airfare is no advance purchase required, no minimum or maximum length of stay required, fully refundable tickets and no charge for cancellations or changes, no blackout dates, significant discounts over regular walk-up airfares, and airfares are priced on one-way routes simplifying multiple destinations.

Baggage Handling Tips for MILITARY: Reimbursement is authorized for customary tips for handling any baggage (personal or GOV'T) at a transportation terminal. Reimbursement is authorized only for transportation-related tips for handling GOV'T property at lodging establishments.

Baggage Handling Tips for CIVILIANS: Baggage handling tips at transportation terminals or lodging establishment are covered by the IE (incidentals) portion of per diem and are not items for separate reimbursement except for a civilian traveler with a disability/special need or the handling of GOV'T property, remarks will need to be added to the claim for reimbursement.

Transportation-related tips for taxis, limousines, and courtesy transportation are authorized. The JFTR no longer states how much the traveler should tip, however all travelers should follow U2010, prudence in travel. The national average for tipping a taxi is 15-20%. If tips looks excessive the PPC examiner may reduce the amount to a more reasonable reimbursement or return the claim back to the AO/member for clarification. If tips or other reimbursables look excessive we may select that claim for a full audit.

Lodging tax in the U.S. and its territories and possessions is a separate reimbursable expense item when the traveler submits their travel voucher. If the traveler stays in U.S. lodgings that has a higher cost than the locality per diem lodging ceiling, they will be responsible for the excess lodging cost and the tax on that excess cost. If the traveler is authorized Actual Expense Allowance (AEA) using the guidance in JFTR, Chapter 4, Part C (uniformed personnel) or FTR (civilian employee), then the tax on the amount of lodging cost covered by the AEA is reimbursable.

Lodging Tax in foreign countries is included as part of the room cost for foreign locations and is NOT a separate reimbursable item.

Separate reimbursement is not permitted for lodging tax for

(1) TLE and TLA for uniformed members,
(2) safe haven/designated place per diem allowances for dependents of uniformed members,
(3) TQSE allowances for civilian employees, or
(4) safe haven allowances for civilian employees and their dependents. When computing those allowances, lodging tax should be treated as part of the lodging cost.

Transportation terminal parking fees (while TDY), not to exceed the cost of taxi fares (including associated tips) for one round-trip to the terminal are authorized. For example, if the traveler used their POV for ten miles to the airport and ten miles to return, duration of TDY was a seven days and they claimed $140 for parking, if the traveler had used a taxi the total round trip plus tip it would have cost $40, the traveler is authorized $40 for reimbursement for the parking, not $140. If PPC examiners notices excessive parking charges and short distances to the airport, the examiner will reduce the parking to $0 and provide remarks within TPAX. As the AO you can contact the locale taxi company for a round trip taxi fare.

Have a great holiday and safe travels throughout the year.

CWO3 JAY BENBOW, Coast Guard Pay& Personnel Center, Travel Branch Chief

Web-TPAX Logon Procedure (Could it be more difficult?)

Published Date: Tue, 14 Dec 2010 1100:16 CST

The address (URL) for Web-TPAX has changed. The new address is https://ppcms-tpax2003/. Please update your favorites/bookmarks to reflect the new address.

Do not be alarmed by the screen with the red shield. Select the Continue to web site (not recommended) link.
Internet Explorer Certificate Error Warning Message

Make sure you do NOT select your e-mail certificate on login.
Common Access Card Certificate Selection Box

New Address for WEB-TPAX

Published Date: Wed, 08 Dec 2010 1400:16 CST

The address (URL) for Web-TPAX has changed. The new address is https://ppcms-tpax2003/. Please update your favorites/bookmarks to reflect the new address. A common access card (CAC) reader is required in order to access Web-TPAX.

Lost Receipts or Original Orders?

Published Date: Mon, 15 Nov 2010 1500:16 CST

The following statements must accompany any claim (including audit requests) that does not include required receipts or original orders:

The statements must be completed by the traveler and signed IN BLUE INK by both the traveler and the Authorizing Official (AO).

DLA for Reserve Members Coming on Long-Term Active Duty

Published Date: Mon, 08 Nov 2010 1000:16 CST

By: YNCM Michael Snyder, COMDT (CG 1222)

During the short period of time that I have been assigned to Commandant (CG-1222) as the CG Travel Specialist there have been many cases where reserve members coming on long-term (greater than 180 days) Active Duty (AD) (e.g. ADOS-AC, ADOS-RC, ADT, EAD) have been authorized and advanced DLA without when they either have no dependents or their dependents did not relocate in connection with their PCS. Per JFTR, par. U5630-C1, DLA is NOT authorized from home or from Place Which Called/Ordered to AD (PLEAD) to the first PDS unless the dependents actually move from the member's residence to the PDS or designated place in connection with the PCS (if the dependents do not relocate to the new PDS, or the member has no dependents, DLA is NOT authorized from home or PLEAD to the first PDS). This regulation not only applies to new reserve members, but also to reserve members with multiple years in service (both reserve and AD time) ordered PCS on a long-term AD order.

Definition of PLEAD: The place of acceptance in current enlistment, commission, or appointment of an active Service member, or of an Reserve Component (RC) member when enlisted, commissioned or appointed for immediate AD. In the case of an RC member who is not enlisted, commissioned, or appointed for immediate AD, the place to which an order to AD is addressed (this would include members with multiple years of service who are not required to reenlist to PCS on a long-term AD order).

For example: A reserve YN1 with three dependents is ordered PCS on a long-term AD order, his current drilling PDS is CGD Seven (Miami, FL) and the new PDS where he will be on long-term AD is CG HQ (Washington, DC) (No Gov't Quarters), he has a PCS entitlement and elects not to relocate his dependents to Washington, DC, there would NOT be an entitlement to DLA without because this would be considered his first PDS during this period of AD. However, if he elected to move his dependents to Washington, DC in connection with the PCS, there would be entitlement to DLA with. In either case, per JFTR, par. U5630-C2, there would NOT be an entitlement to DLA with or without when he (with or without dependents) receives a PCS order back to his home or PLEAD upon completion of the long-term AD.

If in the above example the member did not relocate his dependents to Washington, DC (meaning there was no DLA entitlement) and received another long-term AD order (back-to-back with no break in AD Service) from CG HQ to CG Airsta Clearwater, FL (No Gov't Quarters), he would have a PCS entitlement to include DLA without from Washington, DC to Clearwater, FL and would be entitled to DLA with if his dependents relocated from Miami, FL to Clearwater, FL. He would be entitled to DLA without even if he did not move his dependents because CG Airsta Clearwater, FL would be considered his second PDS during this AD period without a break in AD Service.

Don't forget to always look in the manuals for the most up-to-date policies and procedures and if you don't understand something "Ask Someone That Does".

Defense Travel Management Office (DTMO) Allowances and Regulations Update

Published Date: Thu, 28 Oct 2010 1000:16 CDT

The following information was updated for 01 November 2010:

To access this information, visit http://www.defensetravel.dod.mil/site/programs.cfm.

New Direct Access Government Travel Charge Card User Guides

Published Date: Tue, 26 Oct 2010 1500:16 CDT

The Government Travel Charge card data views and reports are the first set of applications to be upgraded to the new version of PeopleSoft (V.9). With the new MyPortalDirect in place, developers can upgrade individual pages and applications to the current version of PeopleSoft with having to wait for work on other applications to be completed.

Processing Personally Procured Move (PPM) Claims

Published Date: Fri, 15 Oct 2010 1500:16 CDT

The Coast Guard Finance Center (FINCEN) process claims for Processing Personally Procured Moves. According to the FINCEN, approximately 24% of all initial PPM claims received must be returned to the member due to lack of required documentation. See ALCOAST 494/10 for tips to help expedite your PPM claim. FINCEN also has the Processing Personally Procured Move Checklist available to help ensure you complete all the requirements that are necessary to process your claim.

Information for Travel Approving Officials from PPC Travel Branch Chief

Published Date: Thu, 14 Oct 2010 1700:16 CDT

Approving Officials,

As another transfer season winds down I'd like to thank everyone for taking on this complex and very important job as an AO. Members and employees rely on your knowledge and expertise so they can receive timely and accurate travel payments. I'd like to share one of my most frequent quotes from the JFTR, U2010 Obligation to Exercise Prudence in Travel: "A member must exercise the same care and regard for incurring expenses to be paid by the GOV'T as would a prudent person traveling at personal expense." With that said I like share some good information and go over some frequent reasons that PPC (tvl) returns the claim back to the member without processing or denies a payment. PPC cannot make any changes to the member's claim as this violates internal controls.

PCS and TDY:

Missing original signatures: All paper travel claims (1351-2) submitted to PPC (tvl) must have original member/employee and AO signatures in blue ink, claims (1351-2) cannot be certified to be a true copy, claims must have all original signatures. All travel orders and amendments to orders submitted to PPC (tvl) that accompany the travel claim must have an original AO signature in blue ink, copies of orders must be certified to be a true copy with an original signature in blue ink.

As a reminder, travelers must remember that it is MANDATORY to use CTOs/TMCs (SATO) for all official transportation requirements. If the member deviates from this policy by going directly to the airlines or third party (Orbitz, Expedia, etc.) they will be reimbursed up to the City Pairs rates.

A traveler may not be reimbursed for a hotel booking using online booking agents (Hotels.com, Orbits, Expedia, etc.) unless an itemized receipt from the hotel is provided and a traveler must not submit a 'lost receipt' statement to substitute for an online booking hotel receipt. Despite any savings realized through online booking agents, the CTO/TMC (SATO) should be used for lodging arrangements or the traveler should reserve a room directly with the hotel/chain (including the hotel's online website).

ATM use (civilian Employee):

Administrative fees for ATM use to obtain money with the GTCC up to the amount authorized/approved by the AO for an ATM travel advance. Administrative fees for an ATM use of a personal charge card is not reimbursable.

ATM use (Uniformed Member):

Reimbursement is authorized for administrative fees for ATM use to obtain money with the GTCC. Uniformed personnel who are exempt from GTCC use for official travel are authorized reimbursement for administrative fees for ATM use to obtain cash charged to their personal charge card. If members are in possession of a GTCC but prefer not to use the GTCC they cannot claim administrative fees for their personal charge card, even though it's not mandatory for them to use the card for TDY that's over 21 days.

Reimbursement for ATM administrative fees related to use of an ATM or personal charge card is at the rate applicable to the card if an advance is not otherwise provided by cash, check or EFT. If the member received an advance from those methods listed, they will not be reimbursed ATM fees.

TDY:

Units who obtain an authorization from CG-1222 for reduced per diem (RPD) for an area/unit must ensure that claims for personnel assigned to those areas have indicated the correct amount of RPD in TPAX or submitted paper claims. When the member selects the RPD drop down in TPAX they are given the opportunity to add the RPD amount, as an AO you need to verify these amounts are correct. The RPD rates do not apply any day that a member is traveling. For assistance with locating these rates or to view the procedures guide, please visit PPC Travel web site http://www.uscg.mil/ppc/tvl.asp.

PCS:

Please council member's who are retiring or separating from the Coast Guard that they should submit their travel claim to PPC (tvl) after their retirement/separating date. Claims received prior to this date will be returned to the member. If a member's PCS or final orders exceed fifteen days which includes the travel, leave, and proceed time the government travel credit card (GTCC) shall not be used. If separating from the Coast Guard the member should surrender their GTCC to the CO or GTCC coordinator prior to checking out from the unit.

Block 5 of the 1351-2 must be filled in, check all that applies. If the member is authorized DLA and its authorized on the orders, the member must claim it in block 5; otherwise we cannot pay the member DLA. If dependents traveled with the member, check the blocks dependents and member/employee, if the dependents traveled on separate days, separate travel claims need to be submitted.

Block 6 a b c d - Address: These blocks are mandatory for claiming DLA, single or married. Enter the member's current physical residential address. If the member has not secured a permanent residence in the vicinity of the new PDS, the duty address may be used. Note in block 29 if member is establishing a residence in the vicinity of the PDS and if dependents accompanied the member to the new PDS.
a. Number and Street: house or apartment number and street name
b. City: spell out name of city or municipality
c. State: 2-digit state code (MA, KS, NH, etc.)
d. Zip code: 5 or 9 digit zip code
e. If not in the global e-mail address system, enter a valid e-mail that is checked often.

Members who are married to another member, Coast Guard or another branch should indicate this information on the claim (Member to Member), this will ensure the examiner pays the correct entitlements.

The itinerary in block 15 must be properly filled out using the two letter code on page two of the travel claim. Block 15a indicate the year in the first block, all blocks below list month and day.

If the member received advances, they must list it in block 9, as an AO you may verify their advances at https://www.fincen.uscg.mil/secure/PH_menu_CG.htm.

TPAX Default Accounting Line for Travel Advances

Published Date: Thu, 09 Sep 2010 1100:16 CDT

Beginning Monday, September 13, 2010, members can input advance requests against FY 11 travel dates using FY 11 TONOs. Advances in the TPAX system have a default line of accounting. For proper processing of the advance payment, do not change this line of accounting. When the advance is liquidated on the travel claim the advance will be moved to the correct line of accounting at that time

11 September - T-PAX Outage for Maintenance

Published Date: Thu, 09 Sep 2010 1000:16 CDT

PPC Travel will be loading FY 11 lines of accounting into TPAX. The system will be down for this maintenance on Saturday, September 11, 2010 from 0800-1400 CDT.

FY 2011 Continental United States (CONUS) Per Diem Rates

Published Date: Tue, 31 Aug 2010 11:00:16 CDT

The Department of Defense, Per Diem, Travel and Transportation Allowance Committee (PDTATAC) released the FY 2011 CONUS per diem rates today. The most notable change is the amount for lodging, under the standard CONUS per diem rate, will increase by $7. The new CONUS standard per diem rate is $77 maximum lodging and $46 (M&IE), for a total of $123.

The new rates are effective 01 October 2010.

To access the updated information, go to http://www.defensetravel.dod.mil/perdiem/perdiemrates.html

TSA Secure Flight Program

Published Date: Mon, 30 Aug 2010 1500:16 CDT

Effective 30 August, 2010 CWTSATOTRAVEL, the travel management center, will begin collecting the Secure Flight mandated information at the time of booking for full service reservations to ensure full compliance with the Secure Flight personal data procedures and compliance with airline ticketing regulations mandated by the TSA for all airlines.

The TSA mandated information consists of the passenger's

full name as it appears on their government issued id card,
date of birth, and
gender.

Coast Guard traveler's using GetThere, the online booking tool, should ensure their profile is updated with this information.

Follow these steps to enter your full name, date of birth and gender in your GetThere profile:

Login to GetThere.
Click the 'Personal Information' link in the Profile Settings box on the right side of the page.
Verify that your full name is entered (as it appears on your government issued identification) and enter your date of birth and gender in the appropriate fields.
Click the Save button at the bottom of the page.

How to calculate Cost of GTR

Published Date: Tue, 05 Aug 2010 1100:16 CDT

When a member is authorized to travel on TDY using Privately Owned Conveyance (POC) not to exceed (NTE) the cost of government procured transportation/GTR, the orders must state: "POC travel NTE the constructed cost of the GTR $__________" with the actual dollar amount filled in. To calculate this amount, you must add together:

the government airfare rate
any taxi fares and tips that would be appropriate to and from the airport and/or lodging accommodations.
mileage and tolls that would be appropriate to and from the airport
airfare service fees
75% of the M&IE per diem for two travel days,
and the cost for a rental vehicle if one would had been authorized.

To determine which will be paid, add together total mileage multiplied by the current TDY mileage rate and tolls. The member will be entitled to the lesser of these amounts. Travel days and reimbursement WILL NOT exceed GTR limits.

The Constructive Cost of GTR Worksheet MS Excel Spreadsheet is available to help you determine the constructive cost of government procured transportation.

Travel and Transportation of Household Goods for Members Discharged under the Voluntary Separation Program

Published Date: Thu, 05 Aug 2010 1300:16 CDT

The JFTR provides the following policy for members serving less than the prescribed period of service for early separations:

JFTR 5125 A.5 (Member Travel)

Member Serves Less Than Prescribed Period of Service. A member:

a. Separated from the Service or relieved from active duty during the initial enlistment period or agreed period of service, and

b. Whose period of active duty service at separation or relief from active duty is less than 90 percent of the active duty period for which the member initially enlisted or otherwise initially agreed to serve, must be provided only:

(1) Transportation in kind (no per diem) by the least expensive transportation mode available, or

(2) An amount NTE the GOV'T's cost of such transportation.

JFTR 5225 F. (Dependent Travel)

F. Member Serves Less Than the Initial Prescribed Period of Service

Par. U5225-F applies to a member separated from the Service or relieved from active duty who has not served at least 90% of an initial active duty enlistment or other initial period of active duty otherwise agreed to. A member may be provided dependent transportation, if otherwise authorized, but no per diem, by transportation-in-kind by the least expensive common carrier transportation mode available or by payment of an amount equal to the GOV'T's cost of the least expensive common carrier transportation that would have been furnished.

Household Goods

COMDT (CG-1222) has determined that members separating under the VOLSEP authorization are entitled to a funded HHG move regardless of if they served less than 90 percent of their initial obligated service.

2010 SPO/Admin Workshop Agenda and Registration

Published Date: Mon, 19 Jul 2010 1100:16 CDT

We are pleased to announce the agenda and online registration for our annual PPC Topeka SPO/Admin Workshop to be held 13 through 16 September 2010, here in Topeka.

We have a new location for the workshop this year. With more than 25,000 square feet of meeting space, the Capitol Plaza Topeka will be a great location for this year's workshop.

We have developed an agenda of relevant topics for SPOs and administrative yeoman based upon your feedback from last year's training workshop and the many changes currently taking place within the Coast Guard. It is important to note that this training workshop is considered "mission critical" for field personnel working in the personnel services arena for travel guidance purposes. We will have many subject-matter experts from Headquarters and other units providing the instruction, as well as our own PPC experts presenting a wealth of information.

Similar to past years' events, PPC Topeka and other subject-matter experts will provide training and information on Direct Access, T-PAX, accessions, enlisted contracts, and reserve transactions. You will also learn about advancements, separations, PCS orders, as well as the most effective and efficient ways to interact with PPC to quickly address challenges.

Workshop Registration:

Please use the link below to register.

Register Online Now!

E-mail YNC Zandra Sneed at zandra.sneed@uscg.mil if you have any questions.

Schedule Household Goods Shipments Well in Advance

Published Date: Tue, 29 Jun 2010 1200:16 CDT

ALCOAST message 335/10, Delays in Shipments of Household Goods (HHG), recommends you schedule your HHGs shipment at least four weeks in advance of the desired pickup date.

If you have already scheduled your move for sometime in the next four weeks, and have not been contacted by the shipper for a pre-move survey, contact your transportation officer to confirm the shipment date.

Information for Travel Approving Officials from PPC Travel Branch Chief

Published Date: Thu, 16 Jun 2010 1700:16 CD

Tips for Travel Approving Officials - June 10:

By CWO3 JAY BENBOW, Travel Branch Chief

T-PAX UPDATE

As a reminder, the Travel Preparation and Examination (T-PAX) system will be taken offline on 18 June 2010 at 1400(CDT). After that time, travelers and AOs will not be able to use the system. Claims must be approved prior to 1400(CDT) to ensure they are processed for payment prior to the upgrade, this will help to prevent the potential of a claim becoming corrupt due to changes made in the database. The system will be brought back online on 20 June 2010 at 2359(CDT). The T-PAX system will be upgraded from 6.11 to 6.14, the summary of changes can be viewed here: http://www.uscg.mil/ppc/travel/WhatsNew614.pdf. When the system comes back online, remind users to delete any icon that they created on their desktop that pointed to the old T-PAX version (6.11). Also, remind users that the imaging function in T-PAX should not be used at this time and when it does become functional, only attach PDF files, otherwise it will error out.

AUDITS

With the Deepwater Horizon oil spill and a high number of recalled reservists recalls, many of their travel claims will receive a travel claim audit request through their Coast Guard global e-mail address. Every T-PAX claim exceeding $2,500 will be audited along with a random selection of other claims. I'm asking that you pass this information to your command to be proactive and check the status of their audit request reports. These reports are updated after the first week of the month and can be accessed through this website: http://cgweb.ppc.uscg.mil/travel/audits/default.asp. If any of your reservists are identified as having an audit, the parent command needs to ensure they are made aware via other forms of communication (home email/cell phone, etc.) so the member can comply in a timely manner and avoid being placed in debt for non-compliance. Checking these reports should be a standard practice by all units, for instance; a member listed on the report has transferred or the member/employee does not have access to their global e-mail address.

AO PERMISSIONS

In a previous AO posting and email it was stated that 1 August 2010 all Approving Officials must be of paygrade E6 or GS7 and above. This includes AO permissions in T-PAX. Anyone who is an E5 or GS6 that currently has AO permissions in T-PAX will keep those permissions until they expire. Permissions in T-PAX expire after one year and must be renewed each year by completing the T-PAX/WINIATS User Access Authorization & Approving Official (AO) Designation form (CG-7421): http://www.uscg.mil/ppc/forms/. Due to Deepwater Horizon and ongoing operations, this AO change has been delayed. More information to follow.

AO COURSE

An Approving Official course is currently being developed by PPC and will be placed online in the near future.

T-PAX Upgrade Scheduled for 18-20 June

Published Date: Wed, 16 Jun 2010 1500:16 CDT

T-PAX will be unavailable from approximately 1400 June 18 to 2359 June 20, 2010 (CDT).

Please have any pending travel claim approved by the Authorizing Officer (AO) prior to 1400 (CDT) on June 18, 2010 to ensure the claim is processed for payment prior to the upgrade. This eliminates the potential of your claim becoming corrupt.

See the Version 6.14 Release Notice (PDF) for more information about the upgrade.

Lost Receipts or Original Orders?

Published Date: Mon, 14 Jun 2010 1500:16 CDT

The following statements must accompany any claim (including audit requests) that does not include required receipts or original orders:

The statements must be completed by the traveler and signed IN BLUE INK by both the traveler and the Authorizing Official (AO).

Deepwater Horizon Response Travel Information

Published Date: Wed, 02 Jun 2010 1300:16 CDT

ALCGPSC message 044/10 provides some helpful tips for using your Government Travel Charge Card (GTCC) and provides information to assist all members traveling in support of the Deepwater Horizon Response and the support staffs assisting with travel coordination of members involved in the response.

Meals - If the member consumed meals that were being provided by BP for free, they must deduct those meals on their travel claim.

If all three meals are consumed at no cost to the traveler, only the IE amount for that day is payable ($5 CONUS IE, or the applicable locality IE rate, or $3.50 OCONUS).

Use the Daily Exceptions screen in Web-TPAX to change the meal type code to the code for Deductible Meal (DED) for each meal provided by BP. You can access the Daily Exceptions screen by clicking the Exceptions button while on the Reimbursables tab of your request for settlement.

New Permanent Change of Station (PCS) Travel Claim Presentation

Published Date: Mon, 24 May 2010 1700:16 CDT

Just in time for the 2010 PCS season, PPC Travel branch has prepared a new slide show to aid you in completing your PCS travel claim. We have it availalble in three diffrent file formats:

TPAX Outage Scheduled for 29/30 May

Published Date: Mon, 24 May 2010 1700:16 CDT

TPAX and Web-TPAX will be unavailable from 001 (CDT) on Saturday, 29 May to 2359 (CDT) on Sunday, 30 May 2010 for scheduled server maintenance.

Information for Travel Approving Officials

Published Date: Tue, 11 May 2010 1000:16 CD

Evacuation Orders:

A message for evacuation orders for those affected by the Tennessee flood in the Millington area has been released. If you are involved with creating or approving these types of claims be sure to review chapter six of the JFTR and the tutorial on the PPC travel website. T-Pax has the ability to process evacuation claims (See this PowerPoint presentation for guidance on submitting claims.) or you can mail the paper claims to PPC to process. Be sure to include all the required documentation with original orders and travel claims signed in blue ink by the member and AO. Evacuation allowances are based on the safe haven per diem rate and are paid at the rate of 100% for each dependent age 12 or older, and 50% for each dependent under age 12 for the first 30 days. Effective on day 31, those percentages are reduced to 60% and 30% respectively. If the member is authorized to evacuate with the dependents, be sure to provide the member with their own set of orders, separate from the dependents orders. Example: Member with spouse and two children, the member would receive a set of orders and the spouse would receive a set of orders with the two dependent children listed on the spouse's orders.

Invitational Travel Orders:

When completing Invitational Travel Orders (ITO), refer to the JFTR, APP G, Part 1, and COMDTINST 12570.3E for guidance. Only a handful of personnel are authorized to approve these types of travel orders. Enclosure three of COMDTINST 12570.3E provides guidance on those officials, all being at the flag level. Any ITO that PPC receives without the proper level of approving official will be returned.

Rental Vehicle:

In the event of an accident involving rental cars while traveling on official government orders, contact the car rental agency and the government travel credit card company. It is mandatory that the traveler arrange commercial transportation (if authorized/approved) through the Travel Management Center (SATO) when making reservations. Prior to renting a vehicle the traveler should check that the contract is covered by the US Government Car Rental Agreement. Under this agreement, collision damage waiver and other benefits are included in the rate. If a vehicle is rented with a government-contracted rental car agency, full comprehensive and collision damage coverage is included at no charge. Any additional car rental insurance purchased by the member will not be reimbursed. Insurance for coverage of personal property articles is not reimbursable. The agreement provides benefits and cost savings to the government over and above corporate benefits. The use of the rental car for personal use is prohibited while on TDY. The contract for official use of the rental car should be terminated and a new personal use contract shall be obtained from the rental car company.

For rental car travel in foreign locations, employees will be reimbursed for collision damage waiver (CDW) or theft insurance when the company is not a party to the government car rental agreement and such insurance is required as a condition for rental by the rental company. Use the remarks section of the travel claim to explain the situation.

The use of the rental car for personal use is prohibited while on TDY. Special conveyance use is limited to official purposes, including transportation to and from duty sites, lodging, dining facilities, drugstores, barber shops, places of warship, cleaning establishments, and similar places required for the traveler's subsistence, health or comfort.

If the member elects to take leave during the TDY period or at anytime the member is no longer on official orders that authorizes a rental vehicle, the contract for official use of the rental car should be terminated and a new personal use contract shall be obtained from the rental car company.

It is mandatory to obtain rental vehicles through the CTO/TMC (SATO). The lowest cost rental service that meets the mission requirement must be selected when selecting commercially rented vehicles. The AO may authorize/approve an appropriately sized vehicle IAW mission requirements when a compact car (the 'standard' for TDY travel) does not meet the requirement. When an available CTO/TMC (SATO) is not used, reimbursement is limited to what it would have cost if a SATO had made the rental vehicle arrangements.

Uniformed Member's POC Mileage:

Uniformed members mileage is calculated according to DTOD distance (U2020)for both TDY and PCS. TDY by POC to the government's advantage has travel mileage reimbursed for the most direct route between the official stations involved (U3305). PCS by POC to the government's advantage is reimbursed for the official distance of each portion of the ordered travel (U5105.B). Local travel in and around the PDS can be AO authorized/approved IAW U3500. Local travel in and around the TDY location can be authorized/approved IAW U3510.A. Both PCS and TDY local travel by POC is reimbursed using the authorized TDY mileage (based on odometer readings or other acceptable evidence) of the actual necessary distance traveled for conducting official business (U3505.C.1 & U3510.D).

Local Travel Claims for Civilians:

The FTR Sec. 301-10.302 provides for civilians to claim the distance between the travel origin and destination by privately owned automobile or privately owned motorcycle. The distance may be justified by paper or electronic standard highway mileage guides (DTOD) or the actual miles driven as determined from odometer readings. A member may need to enter mileage in excess of DTOD mileage for reasons such as detours, new roadways, etc. Please enter a statement that mileage figures are due to actual miles driven from odometer readings in remarks on both the SF 1164 and in TPAX whenever mileage is in excess of the DTOD. If the difference seems excessive then please include a statement explaining the reason. This will help ensure that member's claimed mileage is reimbursed correctly.

Other Funds Type in T-Pax:

As an AO it is your responsibility to ensure that travel claims are complete and accurate. When utilizing T-Pax for TDY claims, you should check and verify the order information, a hyperlink on the TONO at the top of the page within T-Pax. PPC Travel is having a number of travel claims that are coming through as 'OTHER' funds. If the 'OTHER' funds type is selected, the only option that PPC has is to delete the TONO from the system and have the member resubmit the claim for payment. This situation can result in a payment delay of up to three days plus the time that it takes the member and AO to resubmit. If this fund type was selected and is caught submit a customer service ticket indicating the member's name and TONO and the fact that the fund type is incorrect and request the TONO be deleted. Once we update T-Pax from [Version] 611 to [Version] 614 this will not be an issue as the 'OTHER' fund type has been removed from all systems.

Laundry:

After running my reports this month, I'm still seeing a high number of claims being submitted with Laundry/Dry-Cleaning Expenses for military and civilians that do not meet the JFTR/FTR requirements. The costs for personal laundry, dry-cleaning and/or pressing of clothing incurred during TDY travel (not after returning to/arriving at PDS) is a separate reimbursable travel expense based on ACTUAL expenses (NOT AN ENTITLEMENT) up to but not to exceed $2 per day and requires at least 7 consecutive nights of TDY lodging in CONUS. It is NOT an authorized OCUNUS expense. Civilian TDY or PCS travel within CONUS requires at least four consecutive nights lodging. Again, the laundry expense is based on actual expense, it's not an entitlement. As an AO if you feel something is not correct, seek assistance from your chain of command. If you have a member on long term TDY who claims $60 each month for laundry/dry cleaning, you can require that the member provide receipts.

Review of PCS Travel Claims

Published Date: Wed, 28 Apr 2010 1300:16 CDT

By CWO3 JAY BENBOW, PPC Travel Branch

block 5 lists the payment types Approving Officials, as we quickly approach the military transfer season please take the time and thoroughly review the members PCS travel claims. The number one reason for returning a PCS claim was for not checking the appropriate blocks in block 5 of the DD 1351-2. If the member is entitled to DLA and it is authorized on the orders, the DLA block should be checked; even if they were paid DLA in their advances. This allows PPC to liquidate the advance and not put the member in debt (PPC cannot check the blocks for the member). If the member and dependents have the same itinerary, check both blocks, member and dependent. If the member's dependent(s) traveled on separate dates, submit a separate travel claim with itinerary that accompanies the member's travel claim, this allows us to properly pay entitlements for the separate travel. If dependents are authorized to travel, they must be listed on the orders with birth dates. The dependent spouse must have date of marriage listed as well.

All paper travel claims and amendments submitted to PPC must have original signatures in blue ink from the member and AO. Be sure to use the most recent travel claim form DD 1351-2 dtd March 2008 (http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1351-2.pdf). We cannot accept photo copies or "certified as a true copy" of the travel claim.

Claims Mailing Address

Mail Claims To:

Commanding Officer (TVL)
Pay & Personnel Center
444 SE QUINCY ST
Topeka, KS 66683-3591

If a member married to member couple traveled, write MEMBER to MEMBER on top of the claims, this helps the examiner pay the entitlements correctly. Also, double check that member married to member is listed on the orders. If a supplemental is submitted, make a copy of the original claim, write SUPPLEMENTAL on top of the claim, make the changes on the copy of the claim, and have the AO and member resign in blue ink.

Block 14 on the travel claim, if household goods have not been shipped, explain why in the remarks section on page two.
block 14 asks if household goods have been shipped

The itinerary in block 15 must be properly filled out using the two letter code on page two of the travel claim (DD 1351-2). Block 15a indicate the year in the first block, all blocks below list month and day.
block 15 is for the travel itinerary

Double check block 16 on the travel claim, if POC was authorized and used, own/operate or the passenger block must be checked.
block 16 must be completed for the correct mileage rate to be page

If the member and or dependents are authorized cost of GTR, the dollar amounts shall be listed on the orders.

If members are authorized mixed mode and pick-up a POV at a storage site they shall provide the storage receipt as proof of commercial storage. Transportation to/from non-commercial storage site is not reimbursable IAW U5470.

DITY or personally procured move (PPM) claims shall be sent to the Coast Guard Finance Center (FINCEN), PPC cannot process those types of claims. FINCEN's check-off sheet for PPMs: http://www.fincen.uscg.mil/pdf/PPM_Checklist.pdf

PPC does not process Temporary Lodging Allowance (TLA), the payment is between the OCONUS unit and FINCEN. However, PPC will process Temporary Lodging Expense (TLE).

Advances for PCS

You must provide the following when faxing the SF-1038 "Advance Funds Application and Account" to PPC. A fax cover sheet that identifies the originator, the member's full name and SSN, authorizing official's name, and unit name with phone number. The completed original PCS travel order signed by the authorizing official. Ensure PCS travel advance entitlements are authorized on the orders. Submit the completed SF-1038 with the authorizing official's signature (original signature in ink, not stamped). A traveler who submits a command approved PCS Departing Worksheet requesting an advance does not need to sign the SF-1038. Their signature is on the PCS Departing Worksheet; type 'Signature on File' in the signature block of the SF-1038. PPC fax number for travel advances: 785 339 3775 / 3774

Use TMC (SATO) for AMHS Reservations (ALCOAST 001/10)

Member's who are authorized to travel by the Alaska Marine Highway System (AMHS) ferry must use a Travel Management Center (TMC). The Coast Guard has contracted SATO to make these reservations; the SATO toll free number for PCS reservations is 1-877-905-9646. The TDY toll free number for SATO is 1-877-372-4640. Make sure the ferry itinerary is submitted with the claim.

Revised Policy for use of Centrally Billed Account (ALCOAST 717/09)

Centrally Billed Account (CBA) for the purchase of commercial transportation tickets are limited to the purchase of Alaska Marine Highway System (AMHS) ferry, individuals who do not posses an Individually Billed Account (IBA, GTCC) and when the duration of the TDY trip exceeds 21 days or PCS delay exceeds 15 days. The cost of the transportation ticket will no longer be used as a determining factor for use of the CBA.

Shipment of POV INCONUS

When an eligible member requests to ship a vehicle within CONUS who has dependents and are also relocating incident to the PCS, ordered on a PCS between CONUS PDSs, may have POV transportation authorized for one POV from the old CONUS PDS to the new CONUS PDS provided that:

Member and/or eligible dependent(s) possess more than one POV to be relocated to the new PDS;
Member and dependents then travel at one time in one POC;
Government's transportation cost for the POV to be shipped does not exceed the remainder of the 'MALTPlus' for driving two POCs to the new PDS, and
Member is financially responsible for all excess costs/additional expenses associated with POV transportation. NOTE: If the POV transportation cost exceeds the reimbursement limitation (see par.U5417-D of the JFTR) the member is financially responsible for the cost difference to enable the POV to be transported.

TPAX Outage Cancelled

Published Date: Mon, 22 Mar 2010 1500:16 CDT

The TPAX/Web-TPAX maintenance, scheduled to take place Saturday, 27 March and Sunday, 28 March, is cancelled.

Dual Dislocation Allowance (DLA) Payments In Member-Married-To-Member Permanent Change of Station (PCS) Transfer Situations

Published Date: Mon, 22 March 2010 1500:16 CDT

By CWO Dan Shearin Military Compensation Specialist Commandant (CG-1222)

There have been an increasing number of waiver and remission cases involving member-married-to-member PCS where two DLA payments were erroneously authorized by the members' SPO. When determining the DLA entitlement for member-married-to-member PCS cases it is essential that the chart in JFTR Par. U5635 be used. The most common error by SPOs when counseling members on DLA is the misinterpretation of rule (1) at the bottom of the authorization chart. The rule reads:

'When one member moves incident to a PCS at one time and establishes a permanent household at the new PDS while the other member maintains a permanent household at the old PDS and, at a later date, the second member moves incident to a PCS and occupies the same residence as the first member (DOHA case 96110801 26 June 1997).

Both member are authorized DLA at the 'without-dependent' rate under Rule 1
The member who has no dependent at the 'without-dependent' rate, and the member with a dependent at the 'with-dependent' rate under rule 5.'

Read the Defense Office of Hearings and Appeals (DOHA), case listed above (click on the URL link) and you will find that two separate dislocation allowances are not authorized when: 'both obtain permanent change of station orders which transfer them to the same new duty station; they move from one household at the old duty station and reestablish one household at the new duty station; they move substantially at the same time; and one household mover moves the personal effects of both service members to the same destination.' In this DOHA case there was a 16 day difference in departure dates from the same household at the old PDS to the same household at the new PDS and two payments of DLA were not authorized. In almost all cases where a member-married-to-member PCS mirrors the above DOHA case scenario during the same summer, two payments of DLA will not be authorized.

It is not so much that the member-married-to-member couple moved at different times, but the necessity of actually setting up a new household at the old PDS by the member left behind that creates the entitlement to a second DLA. For example, if a member-married-to-member couple were both ordered to a new PDS, but one had a reporting date at the beginning of the summer and the other at the end of the summer, if some of their household goods (HHGs) were shipped from the old PDS home to the new PDS home and later the remainder of the HHGs were shipped from the same old home to the new home, there would be no entitlement to a second DLA. On the other hand, if the first shipment of HHGs coincided with the termination of the lease on the old PDS home, forcing the second member to establish a new (albeit temporary) home at the old PDS, that member's transfer and HHGs shipment at the end of the summer would entitle the couple to a second DLA payment. Similarly, if a member-married-to-member couple were PCS'd from a common residence at the old PDS to two separate PDSs that required each member to set up separate households at their respective new PDS, they would clearly be each entitled to their own DLA payment.

If a SPO YN is ever in the slightest doubt about the entitlement of two DLA payments he or she should seek prior guidance from CG-1222 (through your chain of command, of course!) before counseling the member-married-to-member couple. We'd much rather get the right information out for action than clean up misinterpretation by a SPO member through the waiver/remission process. It's all about administrative professionalism and good customer service!

TPAX/Web-TPAX Version Upgrade

Published Date: Fri, 19 Mar 2010 10:00:16 CDT

TPAX and Web-TPAX will be down Saturday, 27 March and Sunday, 28 March for a version upgrade. The majority of the changes being made are to the database and will not be seen by users. Here are a couple of changes that you may see once the version upgrade is completed:

Evacuation similar to LT type claims when using Doc 13 (blanket TONOs)
Scroll bar in Web-TPAX when viewing screens vs. Previous/Next links

Note: ALL PENDING TRAVEL CLAIMS MUST BE APPROVED BY THE APPROVING OFFICIAL (AO) PRIOR TO 1200 (CDT) ON 26 MAR 10 TO BE PROCESSED FOR PAYMENT PRIOR TO THE UPGRADE.

Travel Voucher Summaries and Individual Audit Status Reports

Published Date: Tue, 09 Mar 2010 14:00:16 CST

The Travel Voucher Summary and T-PAX Audit Request Status reports hosted on the FINCEN Internet and Intranet web sites were offline due to technical problems. We resolved the issues and access has been restored.

Information for Travel Approving Officials

Published Date: Thu, 04 Mar 2010 17:00:16 CST

Guest post by CWO J. Benbow, Chief, PPC Travel Branch.

Approving Officials, I wanted to touch base with everyone again and pass some very important information with TDY and PCS travel. For starters, please be aware that as an AO, you are fully accountable to the Coast Guard and may be found liable for erroneous or improper payments. Take your time and seek assistance if you have questions before you approve a travel claim. Determine that the travel expenses were necessary, reasonable, justified, and consistent with completing the assigned objectives or mission.

For my previous e-mail, please review the Blog post at http://www.uscg.mil/ppc/travel/archive.asp#jan10

Review ALCOAST 001/10, new Travel Management Center (TMC) service contracts have been awarded with an effective date of 1 Jan 2010. SATO has two services, one for TDY and the other for PCS. All official travel is to be arranged through the TMC. A government traveler that uses a non-contract carrier without authorization may be required to bear any additional costs or penalties and is at personal financial risk for cancellations or changes.

TDY

ATM fees may be reimbursed if the JP Morgan travel card is used (GTCC). If the ATM fees in block 18 look excessive, you should request a copy of the member's travel card statement from the member or from the government travel card coordinator to verify the claimed expense.

A high number of claims are still being submitted with Laundry/Dry-Cleaning Expenses for military and civilians that do not meet the JFTR/FTR requirements. For example, a military member who had traveled within CONUS with three nights had claimed $58 for laundry and the AO approved and submitted the claim. The costs for personal laundry, dry-cleaning and/or pressing of clothing incurred during TDY travel (not after returning to/arriving at PDS) is a separate reimbursable travel expense based on ACTUAL expenses (NOT AN ENTITLEMENT) up to but not to exceed $2 per day and requires at least 7 consecutive nights of TDY lodging in CONUS. It is NOT an authorized OCUNUS expense. Civilian TDY or PCS travel within CONUS requires at least four consecutive nights lodging. Again, the laundry expense is based on actual expense, it's not an entitlement. As an AO if you feel something is not correct, seek assistance from your chain of command. If you have a member on long term TDY who claims $60 each month for laundry/dry cleaning, you can require that the member provide receipts.

Once a claim has been submitted, advise the member they must retain travel claim records for six years, three months. TDY claims that exceed $2500 will be 100% audited by PPC, anything under the $2500 threshold has a 15% +/- chance to be audited.

PCS

PASSPORT FEES: Refer to ALCOAST 113/07, Official (red) passports are no-fee, the only expenses authorized for reimbursement is the photo and visa associated with that passport. The tourist passport fee will only be reimbursed if it was approved by the order issuing authority, not the departing/reporting unit.

TLE: The JFTR references the following for distance, 'must be in the vicinity of the old and/or new PDS/DESIGNATED PLACE.' PPC determines vicinity as having to be within a distance that is commutable on a daily basis, a two hour round trip rule. If PPC determines the TLE site is outside the vicinity, the departing/reporting unit will need to amend the orders stating the location of the TLE site being claimed is authorized. All lodging receipts for TLE must be itemized with name/address of the lodging establishment. If the member is claiming M&IE for staying with friends or family, the member must include the dates, name, address, and phone number of the residence in the remarks block and provide documentation showing the date when the HHGs were picked up or delivered.

DEPENDENTS: If the member's dependent(s) traveled on separate dates, submit a separate travel claim with itinerary that accompanies the member's travel claim. Thoroughly review block 5 for accuracy and check all that applies. If the member is entitled to DLA and it's authorized on the orders, the DLA block should be checked, even if they were paid DLA in their advances. This allows PPC to liquidate the advance and not put the member in debt.

PETS: Members are authorized reimbursement for pet quarantine fees not to exceed $550.00 with a valid receipt for OCONUS. Other animals (horses, fish, birds, various rodents, etc.) are excluded as pets covered by the pet quarantine reimbursement because of their size, exotic nature, or restriction on shipping, host country restriction, and/or special handling difficulties.

References: PPPM, JFTR and FTR.

Web-TPAX Split Disbursement Error

Published Date: Thu, 04 Mar 2010 17:00:16 CST

Please be advised that PPC Travel has identified an error in Web-Tpax when using the WIZARD mode. This error IS NOT occurring in EXPERT mode.

Currently in Web-Tpax version (Nov 9, 2009) if a member is in the wizard mode using split disbursement and the clicks on modify accounting, the system will may change the split disbursement amount to $1. This amount ends being transmitted to FINCEN for payment to JPMC.

This error has been reported to the programmers and a FIX to the bug is being tested. Once it passes test it will be loaded to the production system (version date on log on screen will be March, 2010).

In the mean time, once a member completes their travel claim and saves it, PPC Travel recommends that prior to sending to the AO for approval, the member switches their mode to EXPERT (top left corner of the screen) and open the claim to ensure the split disbursement amount is correct. If not, correct the amount and modify accounting, save the claim and send to AO for approval.

Web-TPAX Users -- Use the Tab Key to Move Between Fields!

Published Date: Tue, 23 Feb 2010 10:00:16 CST

PPC (tvl-systems) has reviewed both tutorials for Web-TPAX on the PPC web site, neither one states anywhere about the importance of "Tab-bing" through the fields in order to have the system read the selections correctly. All the tutorials states, is to click on options that are needed for completion. While this is true, a member needs to tab though the fields and all the way out. An example would be tab-bing all the way though the itinerary.

TPAX Outage Scheduled for 05 February

Published Date: Tue, 04 Dec 2009 17:00:16 CST

TPAX and Web-TPAX will be unavailable on Friday, February 5, 2010 from 2000 (CST)(060200Z FEB 10) until 2300 (CST) (060500Z FEB 10) for maintenance. Please be logged out of the system prior to the scheduled maintenance time to prevent the loss of claims/data.

Travel Approving Officials (AOs) Information

Published Date: Thu, 14 Jan 2010 18:00:16 CST

Let me take this opportunity to introduce myself. I am CWO3 Jay Benbow, the Travel Branch Chief at the Pay and Personnel Center in Topeka, KS. I reported in this past summer and got to experience the height of the travel claim season. With that said, I wanted to share some of the common errors we experience here every day. A lot of paper claims are returned to the member, believe me that is the last thing we like to do, but it has to be done. Please review the information below and become familiar with the PPPM, JFTR and FTR. As an Approving Official (AO) you have big responsibility to ensure all travel entitlements are legitimate, authorized and submitted with everything we need to process the claim the first time. It can be frustrating to the member and to the travel staff when claims have to be sent back. I look forward to my tour here and I'm open to any feedback you may have to improve the travel claim process. Thanks for your hard work and taking on the responsibility as an AO.

What's New!

PPC Travel website: http://www.uscg.mil/ppc/tvl.asp

Updated Approving Official (AO) check-off sheet: http://www.uscg.mil/ppc/travel/AOChecklist.pdf

Multiple versions of the DD-1351-2 are being used, even dating back 4 versions or more. Please note that the current version of the DD-1351-2 is March 2008 which requires both the AO's printed name and signature. All previous versions are considered to be obsolete and should not be used. The current form can be found at http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1351-2.pdf. AO's permissions in T-Pax/Web T-Pax expire after one year. You may view your expiration date in T-Pax by viewing your profile. Once your AO permissions expire you will have to resubmit a new T-Pax/WINIATS User Access Authorization/AO designation form (http://www.uscg.mil/ppc/forms/PPC7421.pdf). Once you separate from the Coast Guard or transfer to a new unit, your permissions as an AO will be removed.

Common Kick-backs of Travel Claims

Paper travel claims and amendments submitted to PPC must have original signatures in blue ink from the member and AO. We cannot accept photo copies or certified as a true copy.

Block 5 must be filled in, check all that applies. If the member is authorized DLA and its authorized on the orders, the member must claim it in block 5; otherwise we cannot pay the member DLA.

The itinerary in block 15 must be properly filled out using the two letter code on page two of the travel claim. Block 15a indicate the year in the first block, all blocks below list month and day.

If the member received advances, they must list it in block 9, as an AO you may verify their advances at https://www.fincen.uscg.mil/secure/PH_menu_CG.htm.

Good to Know

T-PAX - It is important to ensure that FUND TYPE codes are accurate in the order information screen. The fund type is based on the organization/agency (not unit) responsible for the payment of travel claims. There are currently four (4) different fund type codes listed: Coast Guard, ALC (previously known as ARSC), The Yard (Balt & ELC), and Other. Many travel claims, authorizations and TONOs have to be deleted due to invalid selections of this code. There is no other corrective action that can be taken. As a result, an invalid fund type selection will delay member's payments. Most travel within the Coast Guard should have the fund type Coast Guard. The selection of "Other Funds" should not be used by Coast Guard employees (military or civilian).

Laundry/Dry-Cleaning Expenses (Uniformed Member Only) (TDY only) - Reimbursable for CONUS Travel. Costs for personal laundry, dry-cleaning and/or pressing of clothing incurred during TDY travel (not after returning to/arriving at PDS) is a separate reimbursable travel expense based on actual expenses (not an entitlement) up to but not to exceed $2 per day, in addition to per diem/AEA, when travel within CONUS requires at least 7 consecutive nights of TDY lodging in CONUS (e.g., 6 nights, no laundry, 7 nights, NTE $14, 8 nights, NTE $16).

Not Reimbursable for OCONUS Travel. Laundry/dry-cleaning and/or pressing of clothing is not a separately reimbursable travel expense for OCONUS travel. It is part of the IE allowance included within the per diem rates/AEA authorized/ approved for OCONUS travel.

Laundry/Dry-Cleaning Expenses (Civilian Employee Only) (PCS & TDY) - Reimbursable for CONUS Travel. Costs for personal laundry, dry-cleaning and/or pressing of clothing incurred during TDY or PCS travel (not after returning to/arriving at PDS) are a separately reimbursable travel expense when travel within CONUS requires at least 4 consecutive nights lodging.

Receipts - Any authorized necessary expense that is $75 or over must be accompanied by a valid receipt and any mandatory receipts to include (these receipts are mandatory even if the expense was less than $75) Conference Fee/Registration, Lodging, Rental Vehicle, and Commercial Transportation.

Phone Calls (Official) - The AO may determine certain communications to a traveler's home/family are official (i.e., to advise of the traveler's safe arrival, inform/inquire about medical conditions, and advise regarding changes in itinerary), The AO should limit communications to a dollar amount in advance of the TDY, and may approve charges after the TDY completion, when appropriate (adopted from GSBCA 14554-TRAV,18 August 1998). Prepaid communication services (i.e., prepaid phone cards, cell phones) are not reimbursable unless the AO can determine they were used for official business.

List all parking receipts separate in block 18 for reimbursable expenses.

Commercial Transportation - A copy of the valid receipt with member's name and type of payment (Individual Billing Account (IBA) or Central Billing Account (CBA)). CTO/TMO is mandatory, if unavailable member may only be authorized the cost of the city pair rates for authorized points. Ensure member used CTO/TMO for travel arrangements and used the CA/YCA fare or sufficiently explain deviation from either (see ALCOAST 390/07 for clarification).

PCS - If member and or dependents are authorized a GTR, the dollar amounts shall be listed on the orders.
PCS - If dependents are authorized to travel, they must be listed on the orders with birth dates. The dependent spouse must have date of marriage listed as well.
PCS - If the member is ordered to or from Alaska and took the Alaska ferry, make sure the ferry itinerary is submitted with the claim.

Reserve travel entitlements when mobilized: Payment of per diem is not authorized when the member commutes between his/her home and his/her duty station, even if the residence lies outside the local reasonable commuting distance. (Note: See ALCOAST 029/10 for specific information on current recalls.)

If the member is receiving per diem for being mobilized, the member is not entitled to the M&IE portion when in a leave status. They shall indicate all leave days used on the TDY travel claim. The leave shall be indicated as follows:

In T-Pax, on the itinerary and exceptions to daily expense screens. On DD Form 1351-2 (March 2008), in block 29 (Remarks) on page two.

Currently Being Worked On

New AO check-off sheet strictly for military PCS
New AO check-off sheet strictly for civilian PCS

Split Disbursement in T-PAX

Published Date: Mon, 04 Jan 2010 15:00:16 CST

Split disbursement is a function in which a payment is made to the member's government travel charge card (GTCC) on behalf of the member and any remaining balance is reimbursed to the member. Per, ALCOAST 715/09, this functionality must be used by travelers to pay for, at a minimum, lodging, commercial carrier transportation and rental car charges that were placed against their CG GTCC.

T-PAX Procedures:

How to process a travel claim with Split Disbursement enabled (PDF)
How to process a travel claim with Split Disbursement enabled (Power Point)

Web T-PAX Procedures:

How to process a travel claim with Split Disbursement enabled (Power Point) (Select Split Disbursement on the contents)
How to process a travel claim with Split Disbursement enabled (PDF)

You should verify your GTCC information in Direct-Access before using the Split Disbursement function in T-PAX.

Procedure for Accessing GTCC Data in Direct Access Self-Service

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